Inventory clerks have ditched modern technology and gone back to pen and paper.
The Association of Independent Inventory Clerks (AIIC) says that high-tech inventories are proving problematic in disputes over tenancy deposits.
Providers claim their high-tech methods can complete inventories in a matter of minutes, with the ability to add large quantities of photographs which can provide evidence in tenancy dispute claims.
But Pat Barber, chair of the AIIC, warned: “In reality, whilst some systems are considerably better than others, most technology, including digital photography, does not allow for the inclusion of sufficient detail to provide indisputable evidence of original condition at the start of a tenancy.
“For this reason, in many tenancy dispute cases, adjudicators have thrown out technology-based inventories, as they cannot deliver the level of detail required. It means that the landlord can lose hundreds of pounds in lost cases.”
Barber went on: “Inventory reports should contain a full description of a property and its contents with details on every bit of damage and its exact location at the start of a tenancy.
“As an inventory is a binding legal document that provides a complete record of the condition and contents of a property, it is only effective if it is accurate.
“Without an accurate and properly detailed inventory, a landlord has no evidence to prove that the property has been damaged in any way during the tenancy, and therefore will find it almost impossible to withhold any deposit money from the tenants.”
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Comments
I have used the detailed written inventory for many years and following one lost matter which the adjudicator put down to fair wear and tear when it was clearly prohibited as a condition of the agreement (blue tack used to put up posters with the inevitable stains on new pant) I now use photograps both pre and post tenancy. I will no longer use the DPS service but will use small claims for clients as I have found this to be more fair.
The problem with some of the new technology is that it is being used at the expense of a detailed, written report, instead of in support of it. On their own, neither a written inventory nor a photographic one, is doing the job properly. This is evidenced by the alarming number of disputes that are found in favour of the tenant, not because the landlord is wrong, but because the traditional inventory isn't sufficient to prove he's right.
The Video Inventory Agency has overcome this problem by providing both a detailed written inventory with a comprehensive condition rating system, backed up by High Definition video footage of every visible inch of the property, to provide visual evidence of condition. The significant advantage this has over photographic evidence is that the video allows any loss or damage to be viewed in the context of it's surroundings, which adjudicators need to properly assess the loss.
As in many situations, new technology can't replace traditional practices, but we should always be aware of the improvements that trusted technology can bring to those practices, and the cost advantages available.